Effective Interpersonal Communication & Negotiation

2. Effective Interpersonal Communication& Negotiation By; Engr, Attaullah Shah BSc Engg ( Gold Medlaist), MSc Engg ( Strs), MBA, MA ( Eco) MSc Envir Design, PGD Computer Sc, PhD Scholar UET Taxila Project Director Allama Iqqbal Open University. Tel: 051-9250100 E-mail: pdaiou@yahoo.com. www.aiou.edu.pk

3. What is communication? • What do you think communication is? How would you define it? Take a few moments to write down some of your thoughts…

4. Communication • Communication is defined as the interchange of thoughts or opinions through shared symbols; e.g. language, words, phrases • Some synonyms of the word communication are:message,directive, word, contact, commerce, communion, intercommunication, intercourse; converse, exchange, interchange, conversing, discussing, talking; conversation, discussion, talk, advice, intelligence, news, tidings

5. Four facets of communication • There are four facets in all types of communication: • Sender • Receiver • Information • Behavior

6. Four facets of communication • In any communication: • The Sender is the person trying to communicate a message • The Receiver is the person at whom the message is directed • A message is sent to convey information • Information is meant to change behavior

7. Missed communication As the Manager Requested it. As Purchasing ordered it. As Marketing wrote it up. As the Supervisor implemented it. As the Art Dept. designed it. What the Employee really wanted!

8. Why we communicate • We communicate to: • Share our ideas and opinions • Provide feedback to others • Get information from others • Gain power and influence • Develop social relationships • Maintain self-expression and our culture • and other ideas you may have thought of

9. How we communicate • We communicate and build interpersonal relationships through: • Speech • Writing • Listening • Non-verbal language • Music, art, and crafts

10. Choosing your medium • Depending upon the situation, one method of communication may be better than another. • In person: one-to-one • In person: meetings, small groups • In person: presentations, large groups • Letter • Memo • Note • Email • Voice mail

11. Choosing your medium • To determine the best medium for your message determine: • What you as the sender need to achieve • What the receiver needs to know. What the receiver wants to know • How detailed, important, and or personal the information in the message is • Which behavior you want to influence and how

12. Choosing your medium • How would you communicate… • an organizational change in your unit • the introduction of a new employee • a change in someone’s job duties • a reprimand • notice of a meeting Take a few moments to write down some of your thoughts…

13. Choosing your medium • The best way to communicate… • an organizational change in your unit by memo and small group meetings • the introduction of a new employee by group and one-on-one meetings • a change in someone’s job duties by memo and one-on-one meeting • a reprimand in a one-on-one private meeting • notice of a meeting by memo and email

14. Barriers to communication • Some common barriers to interpersonal communication include: • Unclear process: The receiver and sender may not share the same language, slang, jargon, vocabulary, symbols • Chain of command: There may be too many layers that a message passes through between sender and receiver • Large size of an organization, geographic distance: Large numbers of receivers require good message sending methods • Personal limitations: Physical and mental disabilities, and differences in intelligence and education may interfere with mutual understanding

15. Barriers to communication • Additional common barriers to interpersonal communication include: • Human nature: Peoples’ egos, prejudices, and traditions can get in the way • Conflicting feelings, goals, opinions: If people feel on opposite sides of an issue they may not share • Power: The idea that knowledge is power can lead to information hoarding • and other ideas you may have thought of

16. Share your ideas to… • State an opinion or position • Give instructions or directions • Announce a change • Make presentations • Participate in meetings • Give information in emergencies • Communicate the organizational mission, vision, and values • and other ideas you may have thought of

17. Obstacles to sharing ideas… • Your own shyness • Fear of rejection • Peer pressure • Unorganized thinking • Others possibly becoming defensive • Physical disabilities (impaired sight, hearing, speech) • Having to deal with aggressive people • and others you may have thought of

18. Speak for yourself… • To ensure your messages are clear, speak for yourself, not for others: • Speaking for yourself sounds like: • I, me, my… • I think, I feel, I want to know that… • Speaking for no one sounds like: • It, some people, everyone, they decided… • Speaking for others sounds like: • We, you, John, Mary said…

19. SHARE your ideas – a model • State the main point of your message • Highlight other important points • Assure the receiver’s understanding • React to how the receiver responds • Emphasize/summarize your main ideas

20. SHARE – an example State the main point of your message “I’d like to talk to you about the new employee welcome program”. Highlight other important points “We need to discuss the new schedule, locations, and presenters”. Assure the receiver’s understanding “Do you need me to further clarify how we are making invitations”? React to how the receiver responds “I understand your concern about parking”. Emphasize/summarize your main ideas “To wrap-up, I’ll develop the schedule and make the room reservations, if you can line up the guest speakers”.

21. Getting good information • Why is it necessary to get good information from others? Take a few moments to write down some of your thoughts…

22. Get good information to… • Find out facts and details • Get directions or instructions • Try to understand another’s point of view • Help someone solve a problem • Resolve a team conflict • Solve work problems • and other ideas you may have thought of

23. Obstacles to getting good information • Lack of trust • Assuming you already know it all • Jumping to conclusions • Not valuing diverse opinions • Weak reading skills • Weak listening skills • Weak questioning skills • and other ideas you may have thought of

24. The power of listening The philosopher Epictetus stressed the power of listening in this quote: “Nature gave us one tongue and two ears so we could hear twice as much as we speak.”

25. Listen actively • Prepare to listen by focusing on the speaker • Control and eliminate distractions so that you can focus on the message. Don’t do anything else (writing, reading, email) but listen • Establish appropriate eye contact to show interest • See listening as an opportunity to get information, share another’s views, and broaden your own knowledge

26. Listen actively • Create a need to listen by thinking about what you can learn from the speaker • Set aside the time to listen so that you won’t feel rushed or become distracted by other responsibilities • Don’t prejudge the message based on who is delivering it. Focus instead on the content of the message. • Monitor the way you listen by asking yourself questions such as “Did I really pay attention or was I thinking about what I was going to say next”? “Was there information I missed because I allowed myself to become distracted”?

27. Obstacles to giving constructive feedback • Separating the person from the problem • Others becoming defensive or angry • Fear of negative consequences (especially if the other person is a supervisor) • Dealing with potential conflict (especially if the other person is aggressive) • Avoiding hurt feelings • Preserving relationships • Not having all the facts and jumping to conclusions • Choosing the right time so that the other person is most receptive • and other ideas you may have thought of

28. Body language • Nonverbal communication, known as “body language” sends strong positive and negative signals. This is how much it influences any message: Words 8% Tone of voice 34% Non-verbal cues 58% Message 100%

29. Body language includes… • Face • Figure • Focus • Territory • Tone • Time Each of these is described in the following slides…

30. Body language - face • Face includes: • Your expressions • Your smile or lack thereof • Tilt of the head; e.g., if your head is tilted to one side, it usually indicates you are interested in what someone is saying What message are you sending if someone is presenting a new idea and you are frowning?

31. Body language - figure • Figure includes: • Your posture • Your demeanor and gestures • Your clothes and accessories such as jewelry What message are you sending if you are dressed casually at an important meeting?

32. Body language - focus • Focus is your eye contact with others • The perception of eye contact differs by culture. For most Americans… • Staring makes other people uncomfortable • Lack of eye contact can make you appear weak or not trustworthy • Glasses may interfere or enhance eye contact What message are you sending if you are looking at other things and people in a room when someone is speaking to you?

33. Body language - territory • Territory focuses on how you use space. It is also called proxemics. • The perception of territory differs by culture. Most Americans are comfortable with an individual space that is about an arm’s length in diameter, Muslims feel warmth when they embrace. What message are you sending if you keep moving closer to a person who is backing away from you?

34. Body language - tone • Tone is a factor of your voice • Pitch is the highness or lowness of voice • Volume is how loud your voice is • Emphasis is your inflection What message are you sending if during a disagreement you start speaking very loudly?

35. Conflict & Negotiation Introduction • Planning usually require inputs from various people / sources • Multiple interactions between different parties / people can cause conflict • Conflict define as : “…the process which begins when one party perceives that the other has frustrated, or is about to frustrate, some concern of his” • Conflict in achieving project goals

36. Conflict Resolution • Lower the level of frustration • Resolve conflict through : • Brute force • Absolute rule of the monarch • Rule of law (the best way) • Establish rules and regulations to settle disputes (e.g. conflict between buyer and seller, user and supplier • Reduce or resolve conflict through NEGOTIATION

37. Conflict-Handling Orientations High Competing Collaborating Assertiveness Compromising Accommodating Low Avoiding Low High Cooperativeness

38. Nature of Negotiation • Negotiation: “… the process through which two or more parties seek an acceptable rate of exchange for items they own or control” • Negotiation –mediate,, conciliate, make peace, compromise, bring to agreement, settle differences, arbitrate, bargain, moderate • Conflict between organization and outsiders – property rights and contractual obligation

39. Three Fundamental Categories of Conflict • Groups may have different goals and expectations • Considerable uncertainty about the authority to make decisions • Interpersonal conflicts between parties-at-interest • Differ in objectives and technical judgment expectation, costs and rewards, schedules, priorities • Project manager vs. functional manager

40. Negotiation • Many avoid negotiation to avoid conflict • Negotiation is about “Power” • Not most powerful always can control yourself and actions

41. Beginning to Negotiate • Be Prepared • Establish your goals and bottom line-clear • Reflect before you start • Develop written plan will get and will give

42. Plan for Negotiation • Plan questions to ask • Plan to Listen • “Netsil” • Meet Face to Face Why?

43. Body Language • Tells you what other is thinking • “Flinch- sigh” • Will sweeten the offer • If you don’t flinch think you like offer

44. Effective Negotiators • Good Listeners • What really want and willing to concede • Silence is powerful • Flexibility must be able to negotiate terms • Creativity

45. Six Negotiation Tips • 1. Know what you want and don’t want • 2. Know what your counterpart wants • 3. Know what you are willing to give up • 4. Know your alternatives • 5. Know your counterpart and subject matter. • 6. Rehearse, Rehearse, Rehearse.

46. WIN - win • Getting a substantial win for you and satisfactory win for other • Three P’s • prepare, probe, propose

47. Preparation is Key • Networking • Usual style of counterpart • Do not assume anything • “Seek to understand before you seek to be understood”-Covey • The less you say, more you focus on others words.

48. Questioning • Use communication skills • Avoid probing • Use interview style not interrogation • If words “You dummy” can fit on the end avoid • “Why would we want to do that?”

49. Proposals • Done your homework, listened and probed • Ready to make offer • Don’t make first offer and NEVER immediately accept first

50. Proposal • If must make first offer, make it very high so have room to move • Avoid “wielding the knife” even if you have the advantage